2017-18 VETERANS’ TRUST FUND

GRANT ANNOUNCEMENT

The Department of Military and Veterans Affairs (DMVA) is pleased to announce the opening of its fiscal year

2017-18 Veterans’ Trust Fund (VTF) grant cycle.

Funding

During this grant period, a combined total of up to $800,000 in VTF grant funding will be available, divided

into the following categories:

Up to $650,000 will be awarded to 501(c)(3) non-profit organizations with a mission of serving

Pennsylvania Veterans or 501(c)(19) Veterans’ service organizations. The maximum grant request in

this category is $50,000.

Up to $150,000 will be awarded to County Directors of Veterans Affairs or the Pennsylvania

Association of County Directors of Veterans Affairs. The maximum grant request in this category is

$20,000 per county.

Timeline

It is anticipated that grant awards will be announced in March 2018. The grant paperwork and approvals may

take two months or longer. Funds are released after the process is complete, with a target date in June 2018.

Project Period

Applicants should base proposals on a project period beginning on June 1, 2018, or the date that the legal

agreement is signed by all parties, whichever date is later. No expenses or services performed prior to the

grant effective date may be charged to or reimbursed by the grant.

Deadline

Applications must be received on the premises, whether submitted by hard copy or electronically, by 3:00 p.m.

Eastern Standard Time on Friday, January 19, 2018. Submissions received after that date and time will be

administratively rejected without review.

Submissions

Applications are preferred via email to RA-MVVetTrustFund@pa.gov, although a paper copy delivered to the

following address is also acceptable. However, please note that late or misdirected submissions not physically

received at the following address prior to the deadline will be rejected without review.

Department of Military and Veterans Affairs

Office of Administration, Bureau of Budget and Finance

ATTN: Division of Grants

Edward Martin Hall, Bldg. 0-47, Fort Indiantown Gap

Annville, Pennsylvania 17003-5002

Contact Information

Please direct questions to the Grants Division at 717-861-6979 or email RA-MVVetTrustFund@pa.gov.

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2017-18 VETERANS’ TRUST FUND

GRANT GUIDELINES

Grant applications will be considered in the following eligibility categories and priorities:

I. Competitive grants to 501(c)(3) charitable organizations and 501(c)(19) veterans’ service organizations.

A. Beneficiaries. Grant applications will be accepted for programs and services that benefit Pennsylvania

Veterans and their families.

B. Eligibility. Organizations eligible to apply for grants in this category include 501(c)(3) charitable

organizations that serve Pennsylvania Veterans and 501(c)(19) Veterans’ service organizations.

1. Organizations with prior VTF grants will not receive fiscal year 2017-18 VTF grant funding if:

a. All grant funds are not expended prior to June 1, 2018; or

b. Closeout requirements (e.g., reports, financial statements or audits) are outstanding.

2. Organizations may receive less favorable consideration if there is a prior history of delinquent

reports or audits, project period extensions, or an inability to fully execute grant funds.

3. Applications must include documentation (e.g., mission statement, charter, bylaws) to establish that

one of the organization’s primary missions is serving Pennsylvania Veterans or their families.

C. Funding. DMVA anticipates awarding multiple grants within this category, not to exceed a combined

total of grant awards up to $650,000.

1. There is no minimum dollar amount for VTF grant applications or awards.

2. The maximum grant award to an applicant in this category is $50,000.

a. An applicant may submit multiple grant applications if they are clearly for separate projects or

initiatives that can be awarded and implemented separately. Proposals that accomplish the same

mission objective should be submitted as one grant application.

b. Regardless of the number of applications received by an applicant, no more than $50,000 in total

funding will be awarded to an organization in one grant cycle.

3. Leveraging VTF grant funding by pledging cash matching funds or in-kind assistance is encouraged,

but not required.

4. DMVA reserves the right to reduce the dollar amount from that requested in the grant application.

Prior to the execution of a grant agreement, the organization must submit a revised budget for the

reduced award, which may be offset by reductions in grant activities, programs, services, equipment,

personnel, administrative costs, assistance or the number of program participants. Applicants may

also choose to decline the reduced award altogether.

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D. Priorities. Funding priorities for this grant cycle are Veterans’ initiatives focused on the following areas

of need:

1. Transitional Housing/Community Living Initiatives: The development of new or continuation of

existing community living concept housing for Veterans.

2. Unique Veteran Health Services: New types of therapy such as equine and in-home health care

services for Veterans.

3. Other: New and innovative programs or services which address unmet or emerging needs of

Veterans and their families.

II. Grants to County Directors of Veterans Affairs or the Pennsylvania Association of County Directors of

Veterans’ Affairs.

A. Eligibility. Competitive grant applications under this section may be submitted by: a Pennsylvania

County Director of Veterans’ Affairs; a combination of Pennsylvania County Directors of Veterans

Affairs; or by the Pennsylvania Association of County Directors of Veterans’ Affairs.

1. County Directors of Veterans Affairs who were previously awarded VTF grants will not be eligible

to apply for a new VTF grant if:

a. All grant funds have not been expended prior to June 1, 2018, or

b. Prior reports, financial statements or audits have not been submitted to fulfill closeout

requirements of the previous grant.

B. Funding. DMVA anticipates funding multiple grants in this category, up to a total of $150,000.

1. There is no minimum amount for VTF grant applications or awards.

2. The maximum grant request from a County Director of Veterans Affairs is $20,000.

3. County Directors of Veterans Affairs who wish to apply as a group or as the Pennsylvania

Association of County Directors of Veterans Affairs may request $20,000 for each participating

county, up to the maximum amount of $150,000 available during this grant cycle.

4. DMVA reserves the right to reduce the dollar amount from that requested in the grant application.

Prior to the execution of a grant agreement, the applicant must submit a revised budget for the

reduced award, which may be offset by reductions in grant activities, programs, services, equipment,

personnel, administrative costs, assistance or the number of program participants. Applicants may

also choose to decline the reduced award altogether.

C. Primary Applicant. If two or more County Directors of Veterans Affairs, the Pennsylvania Association

of County Directors of Veterans’ Affairs or a combination thereof submit a combined grant application,

one primary entity must be clearly identified to serve in a fiduciary capacity. This organization must

sign the Grant Agreement and, by doing so, accept and assume full responsibility for the proper

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accounting and disbursement of grant funds, program implementation, reporting and audit requirements

as detailed in the Grant Agreement terms and conditions.

D. Priorities. Priorities for this grant round are new, innovative and expanded outreach activities or

programs that increase awareness or improve delivery of services to Veterans in their county, region or

across the Commonwealth. Outreach is an activity of providing services to populations who might not

otherwise have access to those services. A key component of outreach is that the groups providing it are

not stationary, but mobile; in other words, they are meeting those in need of outreach services at the

locations where those in need are located. In addition to delivering services, outreach has an educational

role of raising awareness of existing services. These initiatives should focus on areas of need associated

with the following:

1. Veteran Outreach Initiatives: Emphasis is to implement or improve Veteran outreach initiatives

within the Commonwealth of Pennsylvania at the community, county, regional or statewide level.

2. Veterans’ Courts: Initiatives that provide support to county or regional Veterans’ Courts to include

administrative costs, transportation and mentor training.

3. Other: Programs or services that address newly identified, unmet or emerging needs of Veterans and

their families.

III. Applications.

A. Deadline. Grant applications must be submitted by hard copy or electronically and received at DMVA

by 3:00 p.m. Eastern Standard Time on Friday, January 19, 2018. Late submissions will be

administratively rejected without review.

1. The electronic submission of applications is encouraged. Applications may be emailed to

RA-MVVetTrustFund@pa.gov but must be received by the deadline.

2. Paper applications must be received at DMVA Headquarters by the deadline. The mailing address

is: Department of Military and Veterans Affairs, Office of Administration, Bureau of Budget and

Finance, ATTN: Division of Grants, Edward Martin Hall, Bldg. 0-47 Fort Indiantown Gap,

Annville, Pennsylvania 17003-5002.

B. Format. An electronic application template is available on the VTF webpage at www.dmva.pa.gov.

1. Grant applications must include the cover page, executive summary, budget worksheet, budget

narrative and program narrative.

2. The application may not exceed 10 letter-size (8½” x 11”) pages using 12-point font or larger.

C. Supporting Documentation. These documents will not count toward the ten-page application limit.

1. Applications from statewide charitable organizations must include the Internal Revenue Service

(IRS) letter verifying that the organization, with its referenced Taxpayer Identification Number

(TIN) or Employer Identification Number (EIN), is recognized by the IRS as a tax-exempt charitable

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organization under Section 501(c)(3) or a Veterans’ organization under Section 501(c)(19) of the

Internal Revenue Code.

2. Charitable organizations must submit a copy of their most recently-submitted IRS Form 990, if

required to be filed by the IRS. Organizations filing abbreviated versions of Form 990 may include

these documents with an application packet submitted by hard copy. Organizations filing the long

Form 990 should submit up to page six of the document in electronic format only via email to

RA-MVVetTrustFund@pa.gov.

3. Letters of support, commitment or participation from partnering agencies or organizations may be

included with the application.

4. A charitable organization must include documentation of its intention to serve Pennsylvania

Veterans, e.g., mission statement, charter, bylaws, project proposal. Submit the minimum number of

documents necessary to establish that:

a. Serving Pennsylvania Veterans or their families is one of the organization’s primary objectives;

and

b. This funding will be used to serve Pennsylvania Veterans or their families.

D. Signatures. Grant applications must contain the signature and printed name, rank and title of the most

senior authorized official representing the organization, e.g., Adjutant, President, Board Chair.

E. Contact Information. Telephone and email addresses should be provided for the senior authorized

official signing the grant application as well as the day-to-day point of contact for program and funding

administration.

IV. Evaluations.

A. Competitive submissions should contain sufficient detail to evaluate the organization’s experience and

ability to successfully carry out the purpose of the grant if funding is awarded.

B. Grant proposals will be reviewed and scored by a grant committee appointed by the Adjutant General of

Pennsylvania. The committee will include the Chairman of the State Veterans’ Commission, the Deputy

Adjutant General for Veterans’ Affairs or designee, the Deputy for Administration or designee, and such

other members as may be appointed by the Adjutant General.

C. No County Director of Veterans Affairs or officer or director of the Pennsylvania Association of County

Directors of Veterans Affairs shall participate in the review or scoring of a grant application in which

the county or state association is an applicant.

D. An officer or director of an organization shall not participate in the review or scoring of a grant

application, nor appoint a designee, for any grant in which the organization is an applicant.

E. An organization’s ability to execute funding and comply with grant requirements as demonstrated

during prior VTF grant awards may be considered when evaluating applications.

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V. Awards.

A. Announcements.

1. The anticipated announcement of grant awards is March 2018.

2. The Commonwealth of Pennsylvania, through the Governor’s Office or DMVA, may announce

awards by issuing a press release prior to recipient notification of award.

3. All applicants will receive written notice of their application status following the announcement of

awards.

B. Grant Agreement. A written Grant Agreement will be issued for signature and approval between the

Commonwealth of Pennsylvania and the grantee. The Grant Agreement includes the Commonwealth’s

standard terms and conditions.

1. Effective Date.

a. A Grant Agreement is not considered fully executed until all parties have approved the document

and signatures have been obtained.

b. The date that the final signature is obtained by the Commonwealth becomes the Effective Date

of the Grant Agreement.

c. Costs incurred by the grantee after the Period of Performance begins on June 1, 2018, but prior

to the Effective Date of the Grant Agreement, if that date is after June 1, 2018, are at the sole risk

of the grantee in the event that the Grant Agreement is not fully executed.

2. The Grant Agreement will include provisions for prior review, approval and acknowledgment of

Commonwealth assistance on grant-funded media or materials.

3. The Grant Agreement will provide for the return of any unspent funds to the VTF at the expiration of

the grant period.

C. Period of Performance. Grants will be awarded for terms of 12, 18 or 24 months from the Period of

Performance, which begins on June 1, 2018. The requested grant term should be based on the

complexity of the initiative and the length of time necessary to accomplish the program objective.

D. Payment. Disbursement of grant funds will be set forth in the Grant Agreement. Depending on the

award amount, length of project period and program complexity, grant funding may be released in full

upon completion of a fully executed Grant Agreement or may be disbursed incrementally during the

project period.

1. Vendor Number. As a prerequisite to the approval or payment of any funding, organizations must

register and obtain a vendor number from the Commonwealth of Pennsylvania. There is no cost to

obtain a vendor number. The website for vendor registration is

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https://pasupplierportal.state.pa.us/irj/portal/anonymous. Applicants are encouraged to apply for a

vendor number during the application evaluation period, prior to award announcements.

a. An organization must provide an IRS Form W-9 when applying for a vendor number. The

organization’s name and Taxpayer Identification Number (TIN) or Employer Identification

Number (EIN), also called a Federal Identification (FID) number, on the W-9 must be identical

to the name associated with its vendor number. This name and identification number should

match the grant application as well.

b. In the Commonwealth’s vendor registration system, county offices or departments, including the

County Director of Veterans Affairs, are usually identified by a three-digit suffix or “partner

record” associated with an existing vendor number under the hierarchy of the County

Commissioners.

c. Questions about vendor numbers and the vendor registration process should be directed to the

Customer Services Call Center at (717) 346-2676 (Harrisburg area) or (877) 435-7363 (toll free).

2. Electronic Payments. The Commonwealth of Pennsylvania now requires vendors to participate in

the Pennsylvania Electronic Payment Program. Vendors maintain their secure banking information

within the vendor registration portal in order to receive payment via electronic funds transfer. This

expedites payments and reduces the potential for lost or misdirected checks.

D. Reporting. The Grant Agreement will include provisions for monthly or quarterly reporting on financial

obligations and expenditures, as well as performance measures and outcomes. The reporting frequency

will be based upon the length of the grant period and the award amount. At its discretion, DMVA may

require interim or more frequent reporting, conduct on-site visits and review documentation of grant-

funded programs, purchases and events.

E. Audits.

1. Organizations with grant awards of $50,000 or less are required to submit a compiled financial

statement within three months of the project termination date.

2. Organizations with a grant award of more than $50,000 are required to submit a project audit,

performed by a certified public accountant, within six months of the project termination date. Audits

performed under the Single Audit Act of 1984 will not be accepted in lieu of a project audit. A

project audit must be a financial audit conducted in accordance with the provisions of the U.S.

General Accounting Office's Government Auditing Standards, current revision.

3. The cost of obtaining a compiled financial statement or conducting a project audit is an allowable

expense to be paid with grant funds.

4. Interim or post-award audits may be conducted by DMVA, the Office of Inspector General, the

Auditor General or the Attorney General of Pennsylvania. Any audits by the Commonwealth of

Pennsylvania, its agencies or assigns, will be conducted at no cost to the grantee.

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2017-18 GRANT APPLICATION

COVER PAGE

ORGANIZATION: WEBSITE:

ADDRESS:

CITY: STATE: ZIP:

CONTACT PERSON: TITLE:

PHONE: FAX: EMAIL:

FEDERAL EMPLOYER ID# (EIN): PA VENDOR #:

IS YOUR ORGANIZATION A 501(c)(3) NON-PROFIT WITH TAX-EXEMPT STATUS DESIGNATED BY THE IRS?

YES NO (If so, please include a copy of the IRS letter with the application.)

IS YOUR ORGANIZATION A 501(c)(19) VETERANS’ SERVICE ORGANIZATION?

YES NO

LEGISLATIVE DISTRICTS: PA HOUSE DISTRICT#: PA SENATE DISTRICT#:

Information can be found at http://www.legis.state.pa.us

U.S. HOUSE DISTRICT Information can be found at http://www.house.gov

PROJECT TITLE: PROJECT PERIOD (months) 12 18 24

PROJECT DIRECTOR: FINANCE OFFICER:

GRANT REQUEST: $ MATCHING FUNDS: $ TOTAL COST: $

PROGRAM AREA: 1. CHARITABLE ORGANIZATIONS/VETERANS’ SERVICE ORGANIZATIONS

A. TRANSITIONAL HOUSING/COMMUNITY LIVING INITIATIVES

B. UNIQUE VETERAN HEALTH SERVICES

C. OTHER

2. COUNTY DIRECTORS OF VETERANS AFFAIRS

A. VETERANS’ OUTREACH

B. VETERANS’ COURTS

C. OTHER

The undersigned hereby certifies that information contained in this proposal is true and correct to the best of my knowledge, that I am

authorized to submit this application on behalf of the organization, and that this organization will execute a grant agreement with DMVA if a

grant is awarded for the purpose stated within this application.

SIGNATURE: DATE:

PRINTED NAME: TITLE:

PHONE: EMAIL:

Department of Military and Veterans Affairs Required Attachments:

OA Budget and Finance, ATTN: Division of Grants Cover Page

Bldg. 0-47, Fort Indiantown Gap Organizational Summary

Annville, PA 17003-5002 Program Detail

Budget Worksheet & Narrative

Email: RA-MVVetTrustFund@pa.gov IRS 990 (if applicable) pgs 1-6

Phone: 717-861-6979 IRS 501(c)(3) or (c)(19) letter

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ATTACHMENT 1. ORGANIZATIONAL SUMMARY. Describe your organization, its history, the

purpose for which it was created, year of inception, mission, organizational oversight, and grant proposal.

Identify partnerships with other military or Veterans’ organizations and Veteran participation or input within

your organization.

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ATTACHMENT 2. PROGRAM DETAIL. Explain how your organization plans to use the grant funding, if

awarded. Include program objectives, timeline, performance measures and anticipated outcomes.

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ATTACHMENT 3. BUDGET WORKSHEET. Identify budget expenditures by category and list

additional sources of funding, if applicable, for this initiative. Please note: Category 1 requests can

not exceed $50,000 and Category 2 requests cannot exceed $20,000.

BUDGET

CATEGORY DESCRIPTION

GRANT

REQUEST

OTHER

FUNDING

(Optional)

TOTAL COST

PERSONNEL

FRINGE

BENEFITS

STAFF TRAVEL

STAFF

TRAINING

FACILITIES &

UTILITIES

EQUIPMENT

SUPPLIES

CONSTRUCTION

AUDIT

CONTRACTED

SERVICES

TOTAL

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ATTACHMENT 4. BUDGET NARRATIVE. Explain in chronological order how your organization

plans to execute this funding. Include detailed budget requirements cost calculations and additional sources

of funding if applicable.